Event Planning Guideline - Checklist

Comprehensive Event Planning Checklist

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Checklist for evetns
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Are you holding an event anytime soon? If so, you’ll want to keep a checklist handy in order to ensure that you don’t miss anything for the big day.

Here’s a general checklist (guideline) template that you can use and tweak to make sure you’ve got everything checked off for a successful event.

 

-Before the Event-

 

Budget

  • Come up with a workable budget and keep tabs on your spending.

 

Location

  • Choose a venue for your event;
  • Make sure the location is available on the date you want;
  • Consider how people will get to your event, especially if they’re coming from far;
  • Consider access to transit and parking at your chosen location.

 

Government Regulations

  • Contact your local government office to get permit approval (if applicable);
  • Call your local Visitor Information Centre to make sure there are no other events scheduled on the same day and time as your event at your location.

 

Event Agenda

  • Consider what you want to achieve with your event;
  • Establish a timeline for your event;
  • Book your entertainment or DJ if applicable.

 

Food Vendors

  • Book food vendors and obtain written confirmation;
  • Obtain electrical requirement details;
  • Obtain Health Department Registration Certificate copy.

 

Sponsorship

  • If applicable, establish a sponsorship proposal;
  • Come up with a list of potential sponsors;
  • Send out sponsorship packages and follow up with them within a few days;
  • Acknowledge and thank your sponsors;
  • Collect and use sponsor testimonials.

 

Marketing

 

  • Establish a marketing strategy;
  • Design and produce marketing material;
  • Develop a website for your event;
  • Distribute flyers, brochures, posters, and other promotional material throughout your community;
  • Send information about your event to local websites and events calendars;
  • Put out a press release.

 

Invitations and Participant Registration

 

  • Create an online event registration form;
  • Detail what’s included in the cost of registration;
  • Send out an email announcement to previous event participants and provide a link to your current event online registration form.

 

Permits

 

  • Apply for any food permits (if applicable);
  • Apply for noise permits if using music;
  • Get approval before putting up signs;
  • Send in applications for road closures far ahead of time (if applicable).

 

Contractors

 

  • Order any necessary audio-visual equipment;
  • Book power generators, portable toilets, etc;
  • Get confirmation from all contractors in writing;
  • Ensure adequate insurance coverage for staff, public liability, etc.

 

Risk Management

 

  • Assess risk for all stakeholders;
  • Book first aid attendants;
  • Develop a risk management plan;
  • Come up with a back-up plan based on low-attendance, weather, etc.

 

Security Plan

 

  • Book security or police officers;
  • Notify emergency services;
  • Book two-way radios;
  • Plan for adequate crowd control and cash security.

 

Waste Management

 

  • Establish a plan for waste management.

 

Traffic Management

 

  • Establish a strategy to manage traffic, such as signage, pedestrian access, disabled parking, entry and exit points, lighting, road closures, etc.

 

Miscellaneous

 

  • Organize staff and volunteers;
  • Prepare scripts for ceremonies;
  • Organize trophies, awards, certificates, etc.

 

Day of the Event

 

  • Communicate full briefing with all staff and volunteers;
  • Organize registration and entertainer areas;
  • Distribute contact information to all staff and volunteers;
  • Go over protocol in case of emergency.

-After the Event-

 

  • Eliminate all equipment and trash;
  • Send out thank you letters to staff, volunteers, sponsors, and performers;
  • Debrief with stakeholders;
  • Balance the budget.
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